November 12, 2008

SDASFAA BOARD MEETING
Wednesday, November 12, 2008
AmericInn - Chamberlain, SD

CALL TO ORDER: Cindy Swinson, President, called the meeting to order at 10:08 a.m.

Members present: Cindy Swinson, President; Grace Bick, Past-President; Denise Grayson, President-Elect; Starla Russell, Secretary; Becky Pribyl, Treasurer; Patti Klinkhammer, Tom Poloncic, Krista Tyler-Raye, and Kristy O’Kief, 2008 Members at Large; Sharon Martin, Member at Large-Elect; and Jean Rock, Associate Member at Large-Elect.

Absent: Corey Rabenberg, 2008 Associate Member

APPROVAL OF AGENDA: Cindy asked for a motion to accept the agenda. Kristi made a motion to accept the agenda, seconded by Becky. No discussion followed. The motion passed.

APPROVAL OF MINUTES FROM JULY 31, 2008 BOARD MEETING: Cindy asked for a motion to accept the minutes from the July 31, 2008, meeting. Becky made a clarification to the Treasurer’s report, and that change was made to the minutes. Patti made a motion to approve the minutes as amended, seconded by Tom. All members were in favor, and the motion passed.

OFFICER REPORTS

There was no report given.

Becky distributed the 2008 balance sheet. The beginning checking balance totaled $21,173.67. The income from January 1, 2008 through November 7, 2008 totaled $22,751.07. The expenses reflect year-to-date expenses totaling $15,245.16. The ending balance totaled $4,679.58, including moving $24,000 to savings and purchasing a CD. The assets had an ending balance of $40,368.83.

Becky reported that she will check on new interest rates on CDs as they come due in order to keep the assets healthy. As discussed in a previous meeting, the Treasurer will have discretion on re-investing CDs that come due based on new interest rates, etc.

The SDASFAA Spring Fundraiser raised $76.00 for the RMASFAA Philanthropic Project. The funds were used to purchase and donate 12 books to the RMASFAA DMCI project.

On November 11, 2008, the SDASFAA tax returns still had not been processed. Becky reported that there is no additional information needed from SDASFAA and the return “should” be processed yet this month. Once it is processed, Becky will request a transcript of the return.

Kristi made a motion to approve the Treasurer’s report, seconded by Patti. All members were in favor, and the motion passed.

Past-President: Grace gave an informal report after the Board took a break until 11:32 a.m., and reported that she have felt it has been an honor and a privilege to have served on the SDASFAA board of Directors, first as a Member at Large in 2002 then elected as your president elect in 2005. She feels honored to have been associated with SDASFAA which she feels is a remarkable association of people who have always been available and willing to assist and volunteer their services in any capacity asked of them. She stated, she will miss being a part of this organization.

Kristi made a motion to approve the Past-President’s report, seconded by Krista. All members were in favor, and the motion passed.

President-Elect: Denise reported that she attended the Transitional Board Meeting in Denver, Colorado, and the RMASFAA Board meeting during the 2008 Conference in Sioux Falls in October. Denise also reported that she has been setting up the High School Counselor Workshops for Fall 2008, with 7 locations and 91 registrants to date. The materials for the workshop will be assembled and distributed to the site coordinators before they leave tomorrow’s Decentralized Training. Denise also reported that the Spring 2009 Conference Committee will be meeting this evening to discuss the upcoming SDASFAA Spring Conference, which will be held at the K Bar S Lodge in Keystone, on March 29, 2009 to April 1, 2009.

Tom made a motion to approve the President-Elect’s report, seconded by Kristi. All members were in favor, and the motion passed.

President: Cindy reported that the RMASFAA 2008 Conference was very well received by all who attended. She also reported that she attended the RMASFAA Board Meeting in October 2008, and it appears that SDASFAA is a state that is setting very good with a healthy budget. The SDASFAA budget looks like its on track to run in the black.

Becky made a motion to approve the President’s report, seconded by Tom. All members were in favor and the motion passed.

OLD BUSINESS
RMASFAA 2008 Update/SDASFAA Support: Cindy reported that she has not been approached regarding any need for SDASFAA to make a financial contribution for the RMASAA 2008 Conference. She reported that the feedback from attendees was very favorable, and there may not be a need for any financial support as the budget may have been met.

Finalize Contract for 2010 Spring Conference: Cindy reported that she has been in contact with the Crossroads Hotel in Huron regarding the Spring 2010 SDASFAA Conference, which is scheduled for March 22-24, 2010. The contractual value per attendee is $76.50, which includes room and meal costs. Cindy reported that the hotel indicated that a weather-related cancellation would not require SDASFAA to lose any funds, and she plans to write a statement on the contract prior to signing it. The Huron Hospitality also requires a $250 deposit. The board agreed that the funds will be issued by the SDASFAA Treasurer.

Changes/Updates to P&P concerning replacing council members: Cindy reported that no official action was taken during the July 31, 2008 meeting regarding filling a vacancy for a member-at-large. Cindy made a motion to add line 3 to Section K under Elections that reads:

3. The Executive council will appoint the replacement for a Member-at-Large position should one be vacated.

The motion was amended by Kristi to read:

3. The Executive Council shall replace any position vacated on the Executive Council Board as outlined in the Bylaws. If not specified in the Bylaws, the vacancy shall be filled by appointment of the Executive Council.

Patti made a motion to accept the amended motion, seconded by Krista. All members were in favor and the motion passed.

The Secretary will have the new Policies and Procedures posted to the SDASFAA website.

The Board took a break from 11:10 a.m. to 11:32 a.m.

NEW BUSINESS
Membership and sponsorship fees: Cindy reported that these fees should be reviewed for posting for the 2009 fees. Discussion included the fees collected for 2008 as compared to the previous year. Cindy recommended that Council members may want to consider discussing this issue during the Spring or Summer Board meeting in order to identify any changes they may need to consider.

Grace made a motion to approve the membership and sponsorship fee structure in its current form for the 2009 year, with the recommendation to review the structure for possible changes for the 2010 fees during the first 2009 Board meeting, seconded by Tom. All members were in favor and the motion passed.

Review Committee: Cindy reported that Becky, in her role as Treasurer, is not on the committee. Tom is on the committee as the board liaison but does not have to be present at the review unless he chooses to. He could review the books prior to the committee review and forward questions and/or concerns to Val Weisser, the committee chair. Jean Rock will check with someone within SLFC if they can replace Lisa Beck, formerly of SLFC, and will let the Review Committee Chair know. Cindy reported that Becky will not be included on the Committee since they are reviewing her work, but she will be available if the committee has questions. The Council would like to have the Committee membership comprised of people who are located near the Treasurer in order to minimize costs.

It was suggested that the committee review the books in January/February before the tax return must be submitted. It was also suggested that if the Treasurer is comfortable with preparing the Federal Income Tax Returns, those could be prepared and reviewed by this Committee as well.

Leadership of High School Counselor Workshop: Cindy reported that she was asked to have the Council review the duties of the President-Elect who is responsible for coordinating the High School Counselor Workshop, which is a considerable responsibility, as their first duty. Cindy reported that the President-Elect serves as the Chair of the Committee, but is not required to complete all of the material preparation themselves. Traditionally, the committee members have been used as trainers, and not material gathering and assembly. Denise reported that the main challenge is when the materials are posted, and when they are needed for distribution to the SDASFAA membership in November.

It was suggested that the duties of the President-Elect, as well as other officers, be more aware of their and their committee members’ responsibilities as they take office.

ANNOUCEMENTS
Next Meeting: The next meeting will be scheduled by the President-Elect.

ADJOURN
Kristi made a motion to adjourn the meeting, seconded by Patti. No discussion. The motion was passed, and the meeting adjourned at 12:20 p.m.

Respectfully Submitted,

Starla Russell,
Secretary

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